1)  Coordinate conference hospitality, social events, and activities;

2)  Gather materials to be included in conference bags from the conference site's local Tourism Board, Visitor's Centers and/or Chambers of Commerce;

3)  Gather information to publish a conference site Resource Guide to be posted on the MAACM web site, included in conference bags, and placed at registration desk;

4)  Assist subcommittee Coordinators with designated responsibilities and tasks, as needed;

5)  Assist at conferences to ensure all areas of responsibilities are accomplished;

6)  Research and make suggestions to the President for gift ideas (Board, Advisory Board, Standing and Special Committee Chairs), upon President's approval, place order;

7)  Develop mid-year and annual conference registration forms and hotel reservation forms and forward to Web Site Coordinator for posting;

8)  Work with Communications Committee, Audio/Visual Subcommittee, and/or other independent vendor, to arrange for conference signage;

9)  Develop annual conference Activities sheet to post and distribute at registration desk; and

10)  Tabulate overall conference evaluations and present to the Board at the December meeting.

The following delineates responsibilities of the Conference Committee Coordinators:

1)  Serve as a liaison to the Professional Development Committee;

2)  Forward Initial Speaker Information Forms to the Professional Development Committee and set deadline for return of completed forms to formalize Faculty Commitment forms for the mid-year and annual conferences;

3)  Prepare Faculty Confirmation and Commitment forms and mail by agreed upon deadline;

4)  Coordinate receipt of all completed and signed Faculty Confirmation and Commitment forms from presenters and forward copies of same to the Treasurer prior to the mid-year and annual conferences;

5)  Compile presenters' biographies and workshop descriptions, taking note of any changes to the description, time and/or date. Notify PDC of any changes;

6)  Coordinate all presenter arrangements for the mid-year and annual conferences and prepare a Conference Grid compiling: contact information, workshop title, assigned room, date(s), time(s), A/V needs, hotel requirements, handout status, etc. to be distributed to the Conference and Communications Chairs as well as A/V Subcommittee Coordinator;

7)  Arrange for duplication of presenters' handouts for those speakers that request this option for the mid-year and annual conferences;

8)  Work with Communications Committee, Audio/Visual Subcommittee, to ensure that all audiovisual needs are met for the mid-year and annual conferences;

9)  Work with the Professional Development Committee, assist in editing and preparing speaker biographies, following existing template, and forward to Conference Publications Coordinator for Conference Program Book;

10)  Work with the Professional Development Committee to prepare the educational program, following existing template, and forward to Conference Publications Coordinator for Conference Program Book;

11)  Submit list of speakers attending conference to Treasurer for preparation of conference name badges;

12)  Staff and/or develop a schedule for Speaker Registration Desk coverage;

13)  Maintain contact with all speakers and facilitate speaker assistance at the mid-year and annual conferences; and

14)  Print and furnish conference name badges for all presenters.

Vendor Coordinator:

1)  Maintain the Association vendor database;

2)  Recruit vendors to attend and/or sponsor an activity/item at the annual conference by utilizing mass mailings and direct telephone contact;

3)  Work with the Conference Hotel to develop vendor floor plan;

4)  Develop listing and related cost projections for Vendors to sponsor an activity and/or item at annual conference for Board approval;

5)  Compile all vendor ad information to be included in Conference Program Book and forward to the Conference Publications Coordinator;

6)  Send conference registration and hotel information, along with conference activities to all vendors;

7)  Staff and/or develop schedule for Vendor Registration Desk coverage and assist vendors at annual conference;

8)  Print and furnish conference name badges for all vendors;

9)  Distribute, collect and tabulate Vendor Survey forms and provide to the Board at the first Board meeting after the annual conference;

10)  Submit list of vendors attending conference to Treasurer for preparation of conference name badges; and

11)  Host vendor luncheon.

Conference Publications Coordinator:

1)  Gather and update all materials necessary to create and publish an Annual Conference   Program Book and Schedule-at-a-Glance working with Professional Development Committee, Workshop Coordinator, Vendor Coordinator, Communications Committee, President, and the Board;

2)  Research printers located near conference site and obtain three bids for publishing and delivery of the required amount of Conference Program Books and Schedules-at-a-Glance.  Bid information to be presented to the Board for approval;

3)  Create documents, following existing templates, to publish the Conference Program Book,   including:  Mission/Vision; Contents; Welcome Letter from the President; Board of Directors, etc. section; Board Bios; Special Acknowledgements; Committee Chair   Reports; Facilities Floor Plan; Educational Program; Speaker Bios; Business Meeting Agenda; Minutes of Board Meetings; John Neufeld Award; Report of Nominations Committee; Vendors and Sponsored Items/Events; Conference Participant List, and Notes;

4)  Design a cover for the Annual Conference Program Book and Schedule-at-a-Glance working with the Communications Committee, The Beacon subcommittee; and

5)  Convert all materials into PDF format in order to be printed.

The Chair of the Conference Committee will have oversight of the following:

1)  Oversee and coordinate the work of all subcommittee coordinators to ensure established timelines are met;

2)  Work with the President to coordinate all conference site arrangements, including overflow facilities;

3)  Establish and maintain the Conference Master Account with the conference facility;

4)  Coordinate with the Workshop Coordinator to make hotel accommodations for presenters;

5)  Work with the President to coordinate food service activities that include menu selection and head counts;

6)  Work with the President to finalize the Banquet Event Order (BEO);

7)  Submit articles on the committee's accomplishments for the spring, summer and winter issues of The Beacon; and

8)  Gather reports from subcommittee coordinators and incorporate into one Conference Committee report for submittal to the board prior to Board meetings.    

9)  Review and update the Meeting Specifications and Request For Proposal to provide to MAACM Board of Directors/Officers.

10)  Review and update the Conference Master Checklist of responsibilities.